Talking Stick - January/February 2011 - 39

literally in the palm of their hands. Smart phones and other mobile devices have made information accessible from almost anywhere. At institutions ahead of the technological curve, these and other tools are making the traditional check-in process virtually obsolete. For institutions such as Stony Brook, check-in has been revolutionized by a paperless check-in system. Students are automatically checked in with the swipe of a card. Rather than using staff time to go through a file and physically check a student in, Ospitale states that “staff can walk the student to their room and talk about upcoming activities. It’s a very different interaction.” The efficiency of Stony Brook’s system begins with an electronic room condition report that links to the campus’s online maintenance system. When students swipe into a building to check in, they are then sent an e-mail with an electronic room condition report. Rather than assess the room for the condition of various items, the report only documents open work orders. The assumption is that everything in the room is in good or excellent condition, so it is only pertinent to report those items for which an open work order exists. “We are out of the business of charging for small things. We only focus on significant items and make sure they are documented,” deVries states. “This way the student gets a quicker, fuller view of the room.” The staff at Stony Brook have taken the check-in process to another level by creating a pre-check-in process inspired by the systems used for hotel and airline reservations. Students receive an e-mail with a link prior to move-in day. Through this link, they then select the day and time they anticipate arriving for move-in. Stony Brook staff then compile student information and share it with campus police to coordinate traffic based on what appear to be the heaviest days and times. As a follow-up, students

receive a text message prior to moving in that provides them with their checkin pass and a reminder of their room assignment. At Stanford University in California, student housing “has been using mobile technology for the assignment and tracking of maintenance work orders for more than 12 years,” says Marie Oamek, manager of information and communication. “Through the vision of our executive director of student housing, Rodger Whitney, and his management team, our initial work order system has since been replaced

with an enterprise system, utilized for not only work orders, but space, asset, purchasing, and assignments data as well. Future modules will include key tracking and standards and specifications. Through the use of wireless technology and Symbol handhelds, our maintenance staff helps create, receive, and complete work tasks in the field; tracks parts inventories and use; and accounts for their time. Housing building managers and inspectors use mobile devices to create work orders in the field as they inspect and turn spaces. The use of mobile

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january + february 2011

Talking Stick - January/February 2011

Table of Contents for the Digital Edition of Talking Stick - January/February 2011